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Administrative Coordinator

Administrative Coordinator

Job ID 
Einstein/Resnick - Bronx
Posting Date 
Employee Classification 
Office of Education
Position Type 
Regular Full-Time

More information about this job


Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.


Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).


Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.


The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.


The Administrative Coordinator provides support for the Associate Dean for Medical Education, the Assistant Dean for Biomedical Sciences Education, and the Assistant Dean for Clinical Sciences Education.


Administrative Support

  • Schedule all meetings and maintain office calendars for supervisors
  • Arrange for IT, AV, and any other supporting services, including food, for meetings
  • Order supplies
  • Submit appropriate documentation for reimbursement of business expenses in accordance with policy
  • Greet visitors to the Office of Medical Education
  • Backup the Executive Assistant to the Senior Associate Dean for Medical Education
  • Perform other duties as assigned


PHPM (Population Health and the Practice of Medicine) Day

  • Coordinate with ambulatory clerkship directors to schedule sessions (on average one per month) for year
  • Obtain appropriate student cohort listing from Registrar
  • Reserve educational spaces using the room reservation system
  • Prepare copies of required handouts
  • Arrange for IT, AV, and any other supporting services, including food, for sessions
  • Send e-mails to presenters confirming availability; notify Associate Dean for Medical Education and Curricular Affairs if any are unable to attend designated session
  • Send e-mail to appropriate student cohort informing them of session date, time, and location, as well as any preparation that is required
  • Perform other duties as assigned



  • Review calendars (school as well as legal and Jewish holiday schedule) to determine appropriate dates for meetings of the standing subcommittees of the Medical Education Council
  • Inform Chairs of individual committees to confirm dates
  • Inform committee members of the dates
  • Record minutes of the standing subcommittees of the Medical Education Council
  • Maintain file of all minutes from meetings of Medical Education Council standing subcommittees and ad hoc committees, as needed
  • Post minutes to website and distribute via e-mail to appropriate individuals
  • Obtain from chairs of the respective committees all presentations that will take place at scheduled meetings and download these to the thumb drives that will be used with the tablets
  • Schedule rooms using room reservation system
  • Make appropriate arrangements for IT and AV support, as needed
  • Send e-mails: announcing dates; reminders; minutes from prior meetings, etc.
  • Perform other duties as assigned


Google OME Group

  • Manage membership in Google OME group by verifying faculty status and adding to / removing from list, as appropriate
  • Send notices to group
  • Provide instruction to users who want to send their own notices
  • Perform other duties as assigned



  • High School diploma and 3-5 years prior related experience. A combination of education and prior related experience may be considered.
  • Experience in higher education preferred
  • Excellent time management and organization skills
  • Use initiative in performing varied clerical duties requiring a knowledge and understanding of the organization, programs and procedures related to the work of the Supervisors.
  • Ability to communicate effectively and deal directly with individuals and groups, both internal and external to the university, exercising good judgement.
  • Excellent interpersonal skills
  • Above average oral and written communication skills